Information Technology

BUmail Email and Voice Mail Frequently Asked Questions

BUmail FAQs

How do I access the BUmail website? ~ Show Answer

The BUmail website is located at http://bumail.butler.edu.

What is conversation view in BUmail web access? ~ Show Answer

Conversation view is the default view for reading email. Details are available from Microsoft. To view an informational video about conversation view, visit Microsoft's Outlook website.

Can I forward my BUmail to an external email address? ~ Show Answer

Yes. Go to http://bumail.butler.edu and click Forwarding Options in the lower right corner of the BUmail login page. Log in with your Butler username and password. Click 'Create/Update Forwarding address." Be sure to check the box that says "Deliver to both BUmail and forwarding address."  This change will take 15 minutes to go into effect.  Adding a forwarding address will not move old email messages.  

What is my BUmail quota? ~ Show Answer

Students have a 500MB quota and Faculty & Staff have 1GB.

What happens as I approach/hit my mailbox size limit on BUmail? ~ Show Answer

You will receive an email every day your mailbox is over 90% of its size limit. If you hit the size limit, you will be unable to send email until the mailbox size is reduced. Your ability to receive email will not be affected.

Does BUmail have a Spam Filter? ~ Show Answer

Yes, BUmail has a spam filter.

What are Distribution Lists and how do I use them? ~ Show Answer

A Distribution List is basically a group of email addresses that are saved under one name ("Freshmen LAS Students", for example). You can then send an email to "Freshmen LAS Students" in your contacts and BUmail will send the message to all of the addresses in that list (you have to manually add contacts to a Distribution List when you create it). Distribution lists can only be created in Outlook. You can send an email to a distribution list you have created in Outlook via bumail.butler.edu, but you cannot modify or create distribution lists in the BUmail Web Access.

What is my individual message size limit on BUmail? ~ Show Answer

Outlook has a maximum message size of 50 MB to any valid Butler email address. To non-Butler addresses, the size limit is 10 MB.

BUmail has a maximum size of 30 MB to any valid Butler email address. To non-Butler addresses, the size limit is 10 MB.

Apple Mail has a maximum size of 13 MB to any valid Butler email address. To non-Butler addresses, the size limit is 10 MB.

What is the maximum number of recipients I can send a message to using BUmail? ~ Show Answer

1,000 is the maximum limit. For messages that have over 1,000 recipients, IT recommends a listserv be used.

How do I add a message sender to my contacts in BUmail Web Access? ~ Show Answer

In the Light version, open the message and then click on the sender's name in the header of the message. This will bring up the sender's properties. Click "Add Sender to Contacts".

In the Extended version, open the message and right-click on the sender's name in the header of the message. Click "Add to Contacts…"

What do "This is a public or shared computer" and "This is a private computer" on the BUmail login page mean? ~ Show Answer

The public versus private computer option is a security feature new to BUmail. BUmail uses the "public" option by default so that if you are checking your mail from a public area (library, airport, etc.) and forget to log off, you'll be automatically logged off after a short period of inactivity. This helps prevent someone from coming in behind you and using your account. The "private" option tells BUmail that the computer your using is trusted and significantly increases the time the system will let you be inactive before logging you off.

To set the Out of Office Assistant to reply to internal senders: ~ Show Answer

  1. Click the Options button at upper right in the Outlook Web Access ribbon across the top of the main window. Next, choose Out of Office Assistant from the menu on the left hand side of the main window.

    Note: before changing any settings on this page you must select the radio button beside Send Out of Office auto-replies.

  2. If you want to use the scheduling option, select the Send Out of Office auto-replies only during this time period check box, and then use the Start time and End time settings to specify the time period during which you want to send auto-replies. The start and end times apply to Out of Office auto-replies sent to both internal and external senders.
  3. Type the message that you want the Out of Office Assistant to send to each sender inside UW in the Send an auto-reply once to each sender inside my organization with the following message: text box.

To add an Out of Office message for external senders: ~ Show Answer

Click the Options button at upper right in the Outlook Web Access ribbon across the top of the main window. Next, choose Out of Office Assistant from the menu on the left hand side of the main window. Select the Send Out of Office auto-replies to External Senders check box. Click Send Out of Office auto-replies only to senders in my Contacts list if you want to limit the recipients to senders who are in your Contacts list.

Note: This option is available only if you have created an Out of Office message for internal senders.

Click Send Out of Office auto-replies to anyone outside my organization if you want to send Out of Office auto-replies to anyone outside of UW.

Type the message that you want the Out of Office Assistant to send to senders outside of UW in the Send an auto-reply once to each sender outside my organization with the following message: text box.

To turn off Out of Office auto-replies: ~ Show Answer

Select the Do not send Out of Office auto-replies option at top to disable the Out of Office Assistant. By default, Out of Office auto-replies are disabled.

Note: If you do not enter text in the text fields and the Out of Office Assistant is enabled, senders will not receive an auto-reply message.

How do I export my BUmail to Gmail? ~ Show Answer

Faculty, staff and students may want to keep their email after they leave. Please see the instructions on how to export emails to Gmail.

How do I access a shared mailbox in Outlook 2010? ~ Show Answer

In order to add an additional inbox in Outlook 2010:

  • Go to the File tab in the top left.
  • Click the "Account Settings" box and a drop-down menu should appear. Click "Account Settings…"
  • Make sure you are on the Email tab. Select your email address under accounts and click Change. (If this is for someone else or on their computer, select their name instead.)
  • When the new window opens up, click "More Settings" in the bottom right. 
  • Click on the advanced tab in the new window that has opened.
  • Next to "Open these additional mailboxes", click "Add…" and then enter the email address. Click OK and then click OK to close those two windows.
  • In the "Change Account" window, click Next and then Finish. The new inbox should be on the left side of Outlook.

How do I access a shared mailbox in Outlook 2011 for Mac? ~ Show Answer

  • Open Outlook
  • Click Outlook in the Top Menu Bar and select "Preferences"
  • Click "Accounts" in the "Personal Settings" Row
  • Click the "+" symbol in the bottom left hand corner of the window pane and select "Exchange..."
  • Type the email address of the mailbox, then BUTLER\(insert your username here), and your network password, uncheck the "Configure Automatically" box and enter bumail.butler.edu in the server field and click "Add Account"
  • The Mailbox will appear in the folder list in the main Outlook window

How do I access a shared mailbox in BUmail (Microsoft Outlook Web App)? ~ Show Answer

  • Visit bumail.butler.edu in a computer web browser
  • Sign in with your Butler username and password
  • Click your name in the top right hand corner of the window after you have signed in
  • Type the beginning part of the email address in the open mailbox field and click "Open"
  • This will take you into the mailbox

Voice Mail FAQs (Faculty and Staff Only)

Can I use the keypad instead of my voice to control the new voice mail system? ~ Show Answer

Yes! To use the touchtone interface instead of the voice interface to control the voice mail system follow these directions:
  1. Call your voice mailbox 

  2. Say personal options

  3. Press 4

This enables the touchtone interface. If you ever want to switch back to the voice interface, call your voice mailbox, press 6 for personal options, then press 4 to switch to the voice interface.

I received a message from "Microsoft Outlook".  Is this spam? ~ Show Answer

No, "Microsoft Outlook" is the account BUmail uses to communicate with you about events such as a full mailbox, voice mail PIN reset, etc.  Please be sure Microsoft Outlook ( MicrosoftExchange329e71ec88ae4615bbc36ab6ce41109e@butler.edu) is in your allowed senders list.

How is the caller ID determined for voice mail messages in the BUmail Unified Messaging system? ~ Show Answer

The system first tries to match the number of the incoming call to a name in the BUmail address book. If this fails, the system will try to find a match in your personal contacts in BUmail. If it still can't find a match, it simply displays the phone number of the caller.

How do I change my voice mail PIN? ~ Show Answer

Log into http://bumail.butler.edu, click Options, then Phone and choose Reset my voice mail PIN. You'll receive an email from Microsoft Outlook with a new temporary PIN. You'll be asked to change the PIN the next time you call in to check your voice mail.

What is a personal call rule? ~ Show Answer

Personal call rules are an advanced feature that let you customize how the voice mail system handles incoming calls. You can set the voice mail system to simply send incoming calls to voice mail, or you can set up conditions and actions so that incoming calls are handled in a different way.

How do I set my personal call rules? ~ Show Answer

To set up or edit your personal call rules visit http://bumail.butler.edu from Internet Explorer, Firefox or Safari then login (the light version of BUmail Web Access does not support editing phone options). Once logged in, click Options in the upper right then click Phone on the left menu. Next, click the Help button in the upper right to review all your options and get direction on setting up call answering rules. For in depth help visit http://technet.microsoft.com/en-us/library/dd979788.aspx.

Since students are not on unified messaging, can I send them voice mails in BUmail? ~ Show Answer

You cannot send a new voice mail to a student's Butler email address. However, you can forward an existing voice mail message to their email address. Please keep in mind that the message will arrive in the student's mailbox as an email with an audio file attachment, which will play through the speakers of the student's computer.

Can I send a voice mail to any department listed in the BUmail address book? ~ Show Answer

Not at this time. For now, leave a message by dialing the department's extension as you always have. We are investigating the possibility of adding department voice mailboxes to the address book in the future so they can be dialed by voice/name.

Can I send a voice mail to a distribution list in the BUmail address book? ~ Show Answer

No, voice mail can only be sent to individual people.

When I dial by voice/name, the system can't find the person I'm looking for.  What's wrong? ~ Show Answer

The BUmail address book lists each person's preferred first and last name. In some cases, you may need to speak/type the person's nickname vs. legal name in order to find them. For example, Angie instead of Angela, or Robert instead of Bob. When dialing by voice, please speak clearly and use the phone handset instead of the speakerphone.

I don't like the dial by voice system.  How do I use the telephone keypad? ~ Show Answer

Dial into the voice mail system and enter your PIN. Immediately hit any key, and you will be prompted to press 0 to switch to keypad (touchtone) mode.

I tried to forward a voice mail to a 4-digit extension, but it didn't work.  What's wrong? ~ Show Answer

For the new Unified Messaging system, you need to dial all 7 digits of the recipient's phone number (i.e. 940-xxxx).

Do voice mail messages count against my mailbox quota? ~ Show Answer

Yes, voice mail messages take up space in your mailbox just like emails with attachments. The system optimizes voice mail messages to take as little space as possible.

I tried to change my phone settings in BUmail Web Access, but they aren't available.  What's wrong? ~ Show Answer

On the logon page of http://bumail.butler.edu, make sure the "Use the light version of Outlook Web App" is not checked. Phone/unified messaging features are not available in the light version.